ECVC & IP Event Coordinator

About the Role

This position supports the Emerging Companies & Venture Capital (ECVC) and Intellectual Property (IP) groups, a fast-paced team with professionals across multiple offices, primarily focused in New York City and San Francisco/Silicon Valley. Based in the New York office with a hybrid remote work option, the role involves event production and list management, with a strong emphasis on a recurring series of client dinners held in multiple cities, attended by several hundred clients and contacts annually.

Responsibilities

• Dinner & Wine Management:
  • Support all wine-related planning and logistics to ensure an exceptional guest experience at ECVC client dinners and events.
  • Coordinate with restaurants and venues to confirm wine service details and ensure proper execution during events.
  • Conduct wine research and prepare wine-related materials, including tasting sheets, menus, event notes, and supporting collateral, often under tight deadlines.
  • Coordinate the purchasing, shipping, and delivery of wine for dinners and events, ensuring timely and accurate fulfillment.
  • Maintain detailed wine tracking documentation following each dinner to support future planning and preserve historical event data.
• Event Coordination & Execution:
  • Execute dinner and event plans, coordinating all logistics before, during, and after each event to ensure seamless execution.
  • Research, secure, and manage restaurants and venues throughout the U.S. and internationally, confirming event details such as menus, dietary accommodations, room setup, service requirements, and other logistics.
  • Create, proofread, and distribute invitations, event materials, and event-related communications.
  • Manage event invitations and guest lists, including sending invitations, tracking RSVPs, following up with non-responders, researching and maintaining accurate contact information, and coordinating guest lists with attorneys.
  • Update and maintain the firm’s CRM (InterAction), Google Docs, and other tracking tools to ensure accurate records of invitations, RSVPs, attendance, and event history.
  • Attend dinners and events as needed, providing onsite support to ensure a high-quality guest experience. Dinners are primarily held during weekday evenings and typically conclude by approximately 7:00 p.m.
  • Travel between New York, New Jersey, and occasionally San Francisco and Palo Alto as required.
  • Support the planning and execution of larger firm programs, client events, and special initiatives as needed.
  • Manage multiple events and competing priorities simultaneously while maintaining exceptional attention to detail and consistently meeting deadlines.
  • Anticipate and proactively resolve scheduling, logistical, and guest experience issues, adapting quickly to changing priorities and last-minute requests.
  • Build and maintain strong working relationships with attorneys, vendors, restaurants, and internal stakeholders, providing exceptional customer service and ensuring a seamless experience for attorneys and guests.

Qualifications

• 3-5 years of event planning, hospitality, executive support, or related experience is preferred; experience coordinating high-touch client events is a plus.
• Bachelor’s degree from an accredited college or equivalent professional experience is preferred.
• Knowledge of wine, wine service protocols, and fine dining.

Skills

• Ability to proactively anticipate needs, identify potential issues, and implement solutions before they become problems.
• Strong organizational, project management, and time management skills with the ability to prioritize independently and exercise sound judgment.
• Excellent written, verbal, and interpersonal communication skills, with the ability to interact professionally and confidently with attorneys, clients, vendors, restaurants, and senior leadership.
• High level of discretion, professionalism, and sound judgment when handling confidential information.
• Exceptional proofreading skills and meticulous attention to detail.
• Strong aesthetic sense regarding invites and announcements.
• Proficiency with Microsoft Outlook, Excel, Google Docs, Word, and CRM/database systems; experience with InterAction is a plus.
• Proficiency with social media and productivity apps is beneficial.
• Flexibility to work overtime, early mornings, or late evenings on occasion.
• Ability to thrive in a fast-paced, high-expectation environment with changing priorities, tight deadlines, and frequent interruptions.

Schedule

Full-time, Monday through Friday, 9:30 AM - 5:30 PM, with flexibility to work early mornings or late evenings on occasion.

Travel

Some travel around NYC and Roseland, NJ (not expected on a weekly basis); occasional (approximately twice a year) travel to the San Francisco Bay area.

Pay

The expected salary range for candidates meeting the requirements of this position is $75,000 to $90,000. Exact compensation will be determined based on individual candidate qualifications and location.

Benefits

• Medical, dental, and vision coverage
• Prescription drug coverage
• Life insurance and disability options
• Flexible Spending Accounts (FSAs)
• 401K retirement plan
• Paid time off